TENDER CREATION

TENDER CREATION

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Tender- Creation, Verification, Approval, Publishing

This module includes tender creation, verification, approval, and publishing.

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Table of content

1. Tender Creation ..................................................................................................................3

2. Tender Verification/Approval ...........................................................................................23
3. Tender Publishing .............................................................................................................29

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1. Tender Creation
Login to Procure Easy Enterprise:
Access the website of Procure Easy. Click on the Enterprise login on the homepage screen (Fig 1.0)
will be displayed. After clicking on enterprise login below screen will be appear as shown in fig (1.1)

Fig 1.0 Home Page

Fig 1.1 Login page

To Login please enter your ProcureEasy ID, your password and Verification Code. Click on login and
select your registered certificate. Please note that the password is case sensitive (Fig 1.1). Remember
that user name and verification code is not case sensitive After click on login button screen will be
appear as shown in fig (1.1)

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Fig 1.2 Menu Page

Click on Notices which is under Tender section as shown in (Fig 1.2) Notices Menu Page is shown
(Fig 1.3). Basically notice menu page contains ERFx which is the combination of Proposal (RFP),
Quotation (RFQ) and Information (RFI). Here RFP comes under Tender section, RFQ comes under
Qualification section and RFI is a separate section. Auction and Corrigendum is also a part of
notice in this application and which will be explained later.

Fig 1.3 Notices Menu Page

In Tender section we can also create a tender on the basis of approved Purchase Request.
We can create our tender from the qualification that we received from the suppliers when we create
RFQ in the Qualification (selective) section

From Previous ITT tender can also be created when we have to create a tender from our previously
approved/passed tender.

Load saved ITT section is used when we have to pick our previously saved tender.

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But when our tender is rejected by the verifying/approving officer and he raised some objections on
this tender then this rejected tender will comes under the section of Amend along with the remarks
given by the verifying/approving officer.

If the verifying/approving officer whom you send your tender is on leave or not approved your
document then you can also able to change approving officer of the same level with the help of Re-
route link.

Then click on New which is under Tender block Tender Creation Page (Fig 1.3) is shown.

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Fig 1.4 Tender Creation Page

Enter your NIT details in tender creation Page .In NIT details enters the detail of tender like time
schedule, Bid Document Name, Reference No, Cost of Bid document, Date of publishing and closing
date bid opening etc .NIT get published before the publish date of tender and fill all the mandatory
fields marked by”*” on tender creation page then click on Next button (Fig 1.4), ITT Classification
Information Page (Fig 1.5) is shown.

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Fig 1.5 ITT Classification Information Page

Notification about the upcoming tender will be send through mail to all the suppliers in case of limited
tender. Open tender notification can be sent to those supplier which are selected on the classification
Page. Classification Page is Mandatory Page in case of limited Tender Then click on Next button (Fig
1.5), ITT Item Information Page (Fig 1.6) is shown.

Fig 1.6 Detail Page

In detail page we can add items by three ways
1. Adhoc Item
2. Enter item from Item Master
3. Import from Excel

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Adhoc Item

Fig 1.7 Adhoc Item

Click on add button for entering Adhoc item as shown in

Fig 1.8Item detail

Enter the details of item and fill all the mandatory fields marked by”*”. After that click on
Generate icon as it generate a Price bid form against that item. Then, click on Add
Destination for entering the destination details

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Fig 1.9Add Item Description

Enter the destination detail. If you want to add more destination click on ADD DESTINATION and if
you want to remove any destination click on remove button. For adding the Chart of account click on
Add Edit Account as shown in fig (1.10). Your Account information display under the Accounts After
that click on next button. this Page will go to technical specification Page fig (1.21)

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Fig1.10 Chart of Account

Select your Segment Header from the Combo box after that search your segment header value by
clicking on the any of the one Search by Code or Search by Description .After that click on
checkbox and then click on done button. This page will redirect to detail Page

Import from excel

Fig 1.11 Import excel

Click on Download Template for downloading template against an item category for which you are
creating a tender. This screen appear as shown below as

Fig 1.12 Download template

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Select your WTO GPA item category from the dropdown button then click on generate button after
that click on the link of the selected item category in the front of downloaded template for and save
your template on the desired location in your system Before adding the items in template go through
the instruction Properly

Fig1.13 Import from excel

Click on Browse button and select your saved template then, click on upload button for uploading the
template.

Fig1.14 Upload from Excel

Click on the description of the item for adding the destination and for other required information.

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Fig 1.15Add Item Description from excel

All the information enters in the template is there in detail page and enter all the destination
details.For entering the account details refer to this screen Fig1.10 Chart of Account. Your
Account information display under the Accounts After that click on next button .this Page will go
to technical specification Page fig (1.21)

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Import from Item Master

Fig1.16Item Master
Click on add button to add the item from item master.

Fig1.17Item Master
Click on this icon for adding the item in the item master

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Fig1.18 Item Master

Select your Item from the Item Master by clicking on action checkbox and then click on add
Item for adding the items in detail page

Fig 1.19 Detail Page

All the information of item is present in Item master is there in Item detail Page .If you want
to add the Taxes .Click on taxes and check the field (parameter) for which you want to apply
the taxes. Which type of taxes is applicable on Items is done by admin from the Item category
Page. After that click on add destination for add the destination.

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Fig 1.20 Detail Page

Enter the destination detail. If you want to add more destination click on ADD DESTINATION and if
you want to remove any destination click on remove button. For adding the Chart of account click on
add edit account as shown in fig (1.10). Your Account information display under the Accounts After
that click on next button .this Page will go to technical specification Page fig (1.21)

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Fig 1.21 Technical Specifications

For adding the specification of tender and Items .Click on ADD button of tender and item specification

Fig 1.22 Technical Specification forms

For select the specification of tender click on action checkbox .After that click on Add Button (Same
steps are followed for Item Specification)

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Fig 1.23 Technical Specifications

Your selected specification display on this page. If you want to select any form click on action
checkbox after that Click on View button for entering the description regarding the form or viewing that
form .Click on Remove button for removing the attached form .Click on Previous button for moving to
detail page Click on Next button for moving to Publication Page

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Fig 1.24 Publication Page

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In Publication Page , select your Publication date, closing date, technical bid opening, and Price
bid opening from the calendar or user can enter date manually in above fields Then select time of
Publication, closing date, technical bid opening, and Price bid opening by clicking on dropdown .
After that click on Add fee button for adding the fee against that document as shown in fig (1.25).

Fig 1.25 Fee page

Select your fee type by clicking on action in front of each fee. After selecting your fee click on add
button .That will return to publication page as shown in fig 1.24.
By clicking on Remove Fee user can remove the fee .You can enter second type of fee after
filling previous fee Enter the details of contact person and fill all the mandatory fields marked by ”* .
There are two option for publish a document Manual and Automatic.
describe in tender publishing section .After that click on Next button for the attachment Page

Fig 1.26 Attachment Page

Follow steps are followed for attach the document
1. Click on Browse button and select the file that you want to attach. This attachment will be
displayed to supplier
2. Click on Add button to attach the selected file.
3. Click on Next button to proceed to Approval Page (Fig 1.25).

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Fig 1.27Approval Page

In approval Page select the verifying officer from the drop down button .Verifier will verify your tender
after the creation process is completed then, select your approving officer from the drop down
button. Approver will approve your tender after the creation Process is completed and your document
is approved by verifier. Select your Bid opener from the dropdown button. Enter your Remarks in
justification area. Then click on Next button and select your certificate and click on ok button

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Fig1.28 Conformation Page

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On Confirmation Page (Fig 2.27) all tender details are shown and you can edit that information by
clicking on Edit Header, Edit technical Specs, Edit Classification, Edit Publication, Edit
Attachment, Edit Approval . You can view your technical specification form by clicking on link
which is under the technical Specs in the front of each form and you can see your attachment by
clicking on the link which is under the document attachment .Click on Save Button for saving the
conformation Page If After that click on NEXT Button in order to Proceed to Tender Submission
Page

Fig1.29Tender Submission Page

In Tender Submission Page (Fig 2.27) you can edit the Item detail by clicking on edit Items, you can
also view the item specification by clicking on the link which is under the view. Click on Save Button if
you don’t want to submit that tender. After that click on Submit button for submitting the tender. You
will received a Acknowledgement Page that your tender document is submitted

Fig 1.30 Tender Acknowledgement Page

Acknowledgement Page received when your Tender Document is submitted. It shows a Pending
status because tender document in pending for verifier and approver action. By clicking on
TenderMenu go back to Menu Page

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2. Tender Verification/Approval
Verifier/Approver receives a mail that a document is pending for approval which is raised by creator.

Fig (2.0) Mail content

Access the website of Procure Easy. Click on the Enterprise login on the homepage screen (Fig 2.1)
will be displayed. After clicking on enterprise login below screen will be appear as shown in fig (2.2)

Fig 2.1Home Page

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Fig 2.2 login Page

To login, please enter your ProcureEasy ID and the applicable password, Verification Code. Click on
login and select your registered certificate. Please note that the password is case sensitive (Fig 2.2).
Remember that user name and verification code is not case sensitive. After that this screen appear as
shown in fig (2.3)

Fig (2.3) Menu Page

Click on Pending Approval which is under Approval section (Fig 2.3)

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Fig 2.4 Search screen page for pending approval

Select your tender Number which Approver received a Mail

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Fig 2.5 Header Page

This page will give you all the necessary details about the tender on the basis of approver/verifier can
approve or reject this tender .Approver can view the attachment by clicking on file name which is
under the attachment and for technical specification click on the link which is under the technical
specification Header page will give you the basic information where as Detail page will give you the
detail of items.

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Fig 2.6 Detail Page

For viewing item specification click in the link which is under the view. Approval Listing Link goes
back to Listing Page .After that click on Approval

Fig 2.7 Approval Page

Approver enter there views in Remarks box, after that click on Approver or Reject button and select
your registered certificate and then click on ok button. After that you will received a message box that
your document is approved or rejected

Fig 2.8 Approval Page

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Click on OK button of message box .After that you will received a Acknowledgement Page that your
document is approved or rejected

Fig 2.9 Acknowledge Page

Now same steps are followed by the APPROVER

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3. Tender Publishing
Tender can be published by two ways:
1. Manually
2. Automatically
In Manual Publication listing document comes after the verification and approval

Fig 3.01 Home Page

Click on tender
Publication for publication of tender manually

Fig 3.02 Manual Publication

Select your document type for which you want to publish a document from the Manual Publication.

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Fig 3.1 Manual Publishing

Check on the publish box after that click on publish button. Once you click on publish button your
document number disappear from this page.
In case of Automatic Publishing tender got published automatically after it got verified and approved.

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